Aid Station Planning Meeting

Transcription

1 Aid Station Planning Meeting 2017 Bank of America Chicago Marathon August 1, 2017

2 Welcome to the 40 th Anniversary of the Bank of America Chicago Marathon 2

3 2017 updates What s new in 2017? Staff - Nicole Lockwood Nicole.lockwood@cemevent.com Safety Equipment - Reflective Armbands - 5 Gallon buckets to collect after the race Aid Stations 1 and 2: forklift, Gatorade, coolers and volunteers Additional 10 cases of Gatorade and 3 skids of water per station (5,000 servings) Composting aid stations Table Top Exercise Saturday, September 23 Forklift training certification Review your checklist/guidelines before race day Aid Station Playbook 3

4 Operations overview Same course as last year - 3 waves: 7:30am, 8:00am, 8:35am - Same time limit: 6 hour, 30 minutes chicagomarathon.com/aidstation##operations - Aid Station ## = 01, 02, Operations documents - Supply lists, diagrams, etc. - Diagrams will be updated by August 31 Medical team news Emergency response plans Weekend timeline Fluids, cups & gel overview Recycling & composting 4

5 Course map 5

6 Aid station set-up diagram Runner arrival times Medical tent & ambulance Toilets Security/tables/forklift/ice/trailers Verticades Fire hydrant Gatorade tables Water tables DJ tent Volunteer check-in location Event phone numbers Zone Manager name & cell phone Medical lead name & phone number Location of emergency shelter 6

7 Semi diagram Slightly different layout this year with 3 extra skids of water One semi will have all Gatorade concentrate and the water required to mix it and the other semi will be all water for serving 7

8 Supply lists 8

9 Key volunteer diagram 9

10 Medical tent clean-up Clean up verification - Course Dispatch will inform Aid Captains that Medical tents are ready to close - Meet with Medical Captain for final tent walkthrough - Aid Station Captains will allow medical teams to check out and inform Course Dispatch so that we may inform bus drivers This ensures - Medical tent is properly cleaned - Medical tent is free of unattended/suspicious packages, biohazard materials - Aid Station volunteers know when medical teams are off-site 10

11 Emergency planning Emergency Manager: Crystal Carlson; Background - Tabletop Exercises conducted at Production Meeting in 15 & 16 - Discussed emergency response to multiple scenarios - Stop and Hold - Stop and Shelter - Stop and Cancellation - Requested that Key Volunteers designate secondary Emergency Roles Upcoming Events - Functional Exercise (communication focus) will be conducted at the Production Meeting (Sept 23) - Make every effort to be in attendance - Hands-on Drill: Aid Station Barricade Placement (post marathon; date TBD) Continued efforts to improve capabilities to respond in an emergency 11

12 Emergency response planning Emergency planning for specific scenarios - Stop and Shelter Evacuation shelters for participants, staff, and volunteers Will share these locations with you individually (specific for each A/S) Pre-planned half-marathon (inclement weather) - Runners will return to Grant Park after Aid Station 9 (turn east on Jackson from Franklin) - Stop and Hold Course route diversion 10 barricades located at the end of each aid station stacked together - Stop and Cancellation Course evacuation/event cancellation Participants return to Grant Park (if safe to do so) 12

13 General timeline of events Race week - Call DJ, fork lift driver and Medical Captain to introduce yourself and coordinate - Confirm as needed with key volunteers - Send final details to all group leaders & volunteers Saturday - (2) Semi-trailers dropped - Ice chest - Tables - Forklift - Off-duty police officer overnight Will provide name & phone number - Hydrant cap installed and turned on by CFD 13

14 General timeline of events Early Sunday - Toilets dropped - Captain and key volunteers arrive hand out key volunteer vests - Fork lift driver arrives - Move ice chest to medical tent - Ham Radio operators arrive to Medical Tent - Medical supplies delivered to Medical Tent - Zone Manager arrives (radios & any last minute items) - Traffic equipment set - Unload trucks and setup tables, stage product - DJ Tent and Medical Tent set up - DJ arrives - General volunteers arrive, begin checking in (verify ID, wristband and issue event credential and uniform) 14

15 General timeline of events Pre-race - Medical team and ambulance arrive - Streets close (approx. 30 min-1 hour before first wheelchair) - Advance vehicles driving course - Dispose of recycling waste before race start (recycling trucks will come through) - Public address to volunteers (script provided) During race - Immediate advance vehicles & bike marshals - First wheelchair - Lead male athletes - Lead female athletes - 45,000 runners - Break down early tables as they are depleted - Rake up cups and begin preparing clean-up during the race - Communicate with Co-Captain, Zone Manager & Forward Command on status levels (mobile app & via radio) 15

16 General timeline of events Post-race - Official End Vehicle passes through at 6 hr 30 min pace (clock on roof) - Use rakes, shovels and trash bags to clean up remaining cups - Move any tables & pallets onto the sidewalk - Discard of any open cases of product water, Gatorade, cups. Recycling and trash trucks will come through once or twice might stay at station all day too. - Restack unopened product onto pallets and reload onto trailer (try to consolidate everything onto one trailer) - Check-in with medical team, do a walk-through of medical area together to make sure it is properly cleaned and give OK to Forward Command that they can be dismissed - Medical supplies reclaimed by medical supply delivery team - Stack all traffic equipment together in one place - Leave Saturday equipment (tables, ice chest, forklift) where it was delivered near semi-trailers do not block access for drivers to pick up trailers - Check out with Zone Manager, return radio, when finished. 16

17 Fluids and cups Water - All Roundy s (4 gallons / case) - Almost all new water Water cups - 9 oz. Bank of America branded (red) - 2,400 per case, 27 cases per station (1 pallet) - Aid Station are 7 oz compostable, 1,000 per case, 65 cases per station Gatorade - 2 pallets concentrate (90 cases) - 5:1 mixing ratio Gatorade cups - 7 oz. Gatorade branded (green) - 2,000 per case, 27 cases per station (1 pallet) 17

18 Fluid Status Supervisor / volunteer texter Report Aid Station s supply level every 15 minutes Things to report - # of pallets of water - tables of water in use - tables of Gatorade in use Volunteer needs to be comfortable with technology Need to be willing to use their own phones Official job description on Operations webpage with all other key volunteer role descriptions 18

19 Gel and food Gatorade Endurance Energy Gel - Aid Station 13 Gel 3 flavors Set up tables/product Put wrappers in boxes to be collected and send to TerraCycle G Series Pro Carb Energy Chews - Aid Station 09 before Gatorade fluids 2 different flavors orange and fruit punch 12 tables total / 6 each side of the street / 3 for each flavor - Chews are easy to chew and swallow gummy chews that provide 31 grams of carbohydrate energy when consumed prior to and during exercise to help endurance athletes continue to perform at a high level Bananas at 15, 16, 17 & 18 19

20 Recycling and composting Evergreen Status from the Council for Responsible Sport Recycling - Working with Republic Services this year - Trucks will have stickers RECYCLING or TRASH - Collect empty plastic jugs in cardboard boxes and stack - Gatorade Gel packaging collected and sent to TerraCycle to be recycled Composting - Water and Gatorade cups are NOT compostable at 1-14 and Stations providing bananas (15, 16, 17 & 18) WILL have compostable cups Trash - Department of Streets and Sanitation trucks look very similar 20

21 General volunteer requirements All policies are consistent with those of the 2016 event Volunteers must register online - Deadline Monday, October 2, 11:59 p.m. - No walk-on /unregistered volunteers accepted the day of the event Do not bring personal belongings - Gear check will be required for belongings that cannot be carried in a volunteer s pockets - If gear is not checked the volunteer MUST keep their belongings on them at all times. Wear your event volunteer uniform - Volunteers MUST wear the 2017 event issued uniform NAVY BLUE jacket - Volunteers should NOT wear the uniform of any year prior Bring an ID - Must check IDs at check-in - School IDs are accepted Final communications - Captains and Group Leaders to reiterate policies and expectations in final on Tuesday, October 3 21

22 Volunteer registration and communications Volunteer groups - Group leaders apply - Nicole assigns groups to stations, with Captain s approval - Group link posted on - Group members register Key volunteers - Link posted on - Role descriptions - Race day checklists Final details - Time & location - Transportation & parking - Reminders, i.e. Bring your ID, dress for the weather, don t bring personal items 22

23 Volunteer registration system - Captain capabilities OR View your past or current volunteers - My Team - Select Events - Export list Report or Volunteer Roster Communicate with your past or current volunteers - Communicate tab - Select event - Select audience - Compose message or use template View attendance - My Team - Export Report - See column AK (check-in stamp) 23

24 Volunteer recruitment and distribution 24

25 Volunteer check-in team Role Description Quantity Volunteer Check-In Coordinator Mobile Check-In Volunteers Mobile Check-In Assistant Uniform Distribution Assignments/ Volunteer Distribution Manage check-in team and operations 1 Use mobile devices to check-in volunteers 2-3 ID check and wristbanding 2-3 Distribute credential, jacket, hat, and reflective armband IF volunteer is wristbanded (i.e. checked-in) Direct volunteers to specific fluid, work, or product tables Gear Check Supervisor Manage volunteer gear check 1 Gear Check Assistant Assist with gear tags and organization

26 Mobile volunteer check-in Advantages of mobile volunteer check-in - Up-to-date, live records - Simple, consistent record keeping Only view your aid station Necessary tools adult volunteers who own smart phones and are willing to use them for about 1-2 hours - Tablets can also be used - ALWAYS print paper back up copies of list of volunteers in case wireless isn t working (including emergency contact) Volunteer roster is a premade check-in list 26

27 Mobile volunteer check-in review Mobile check in credentials to be provided at the Event Production Meeting Every station has a unique URL and QR code to access check in Enter volunteer account and password to access check-in any registered volunteer Check-ins page - All volunteers and key information Search field - Name, or phone 27

28 Mobile volunteer check-in review Check-in volunteers - Search volunteer s name - Tap on your name or info - Check mark appears Check-in count - Tap refresh arrows - Number will update Landscape orientation - Allows search by Job or Group i.e. key volunteer, noble street Function enabled one day before shift date 28

29 What to return to Nicole before you leave today 1. Captain feedback form (if not submitted online already) 2. Co-Captain form 3. Volunteer planning form w/ signature Next steps Event Production Meeting - Saturday, September 23 - De La Salle Institute 10 a.m. General Event Overview 11 a.m. Course breakout 12 p.m. Lunch served 12:30 p.m. Table Top Exercise with City of Chicago 29

30 Aid station playbook Comprehensive source of up-to-date information Planning tool Contents - Planning timeline - Key volunteer and volunteer overviews - Emergency planning - Best practices - Operational documents - Aid station diagrams 30

31 Last but not least 31

32 Thank you! 32